Transferring Records to the Archives
The Carleton University Retention Schedule (CURS) identifies those records that are of permanent archival value to the University. These records may be transferred to the Corporate Archives once they are no longer required by the originating office. If you feel your office holds materials that are archival but they are not covered yet by CURS, contact the Corporate Archivist to arrange a site visit to review the material for possible transfer.
Prior to transferring material, offices must first complete a Permanent Transfer Form or contact the Corporate Archives to discuss materials.
How to Transfer Records
1. Confirm that the records should be transferred.
- Consult the Carleton University Retention Schedule to check if your records have reached the end of their retention period and that they are designated as permanent. Alternatively, contact the Corporate Archivist directly and they can review the material with you.
- Complete the Permanent Transfer Request form and submit it to the Archivist. This form must be completed before any records can be sent to the Archives.
- Note that in order to complete this form you must also submit file listings for your records.
- The Archivist will confirm your transfer with the same form. Retain a copy of this form for your own records.
2. Get the records ready
- Paper records must be in file folders that are clearly labelled and packed neatly in clean cubic-foot banker boxes (15″x12″x10″), archival quality preferred.
- Do not use hanging files for your records.
- Keep the records filed according to the order in which they were used in your office.
- If you are sending the Archives artifacts or memorabilia, contact us for instructions for any special packing requirements.
- Make sure that all the files are labelled clearly and that the file listing you submitted to the Corporate Archives is accurate.
- The originating office is responsible for booking and costs of the physical transportation of the records to the Archives. Please do not forget to inform us once the transportation has been booked.
3. Note bene
- Your office is responsible for any costs associated with retrieving and transporting records from third-party vendor storage to the Corporate Archives.
- If you ever need to retrieve your records from the Corporate Archives, you can! They are permanent and so the Archives staff will happily retrieve material or information you need.
- Any records transferred to the Archives that are not found to be archival will either be returned to the originating office or disposed of according to the retention schedule.
- Not all records are paper! If your office has memorabilia or artifacts, photographs, audio-visual materials, and/or electronic materials, these may also be permanent archival material to transfer to the Corporate Archives.
Examples of Permanent Records
Historically significant corporate records may include (but are not limited to):
- Constitutions and by-laws;
- Minutes, proceedings, transcripts and lists of officers of University bodies and committees;
- Incoming and outgoing correspondence, e-mails, memoranda, and discussion papers that document decisions, significant changes and/or actions and/or events of the University and its population;
- Subject files concerning projects, activities, and functions of the University;
- Final reports and work materials of departments, committees, and task forces;
- Publications: one record copy of all programs, journals, monographs, newsletters, brochures, posters, and announcements issued by the University or its various departments (to be transferred only from the creating/originating office);
- Photographs and/or audio-visual recordings of University events.